Performance Management

System
at J Kumar
PMS FRAMEWORK

08 step PMS Framework for J Kumar Infraprojects Ltd.

1. PERFORMANCE 2. GOAL
SETTING
3. HALF- YEARLY
REVIEW
4. FINAL EVALUATION
CYCLE

5. NORMALIZATION 6. GRIEVANCE HANDLING

& COMMUNICATIONS
7. DEVELOPMENT
CONSTRUCT
8. PROMOTIONS
 GUIDELINE FOR FINAL EVALUATION
PARAMETER
PMS CYCLE
ELIGIBILITY FOR APPRAISAL
ELIGIBILITY FOR INCREMENT
NON-ELIGIBILITY FOR INCREMENT
RATING SCALE
KEY CONTACTS FROM HR TEAM
DESCRIPTION
1st April 2022 to 31st March 2023
All employees in staff category to fill Annual Appraisal Form , irrespective of
date of joining (As we want each employee to be aware of their performance, goals for next
year & also be provided feedback by their Managers)
Full-time employees in staff category who have joined on or before 30th June
2022
• Eligible employees who have not submitted Goal Sheet of FY ’22-’23
• Eligible employees who do not submit their Annual Appraisal Form
• Consultants / Retainers / Part Time employees
• Employees serving notice period
• Full-time employees of the company in staff category joining on or after
01st July 2022
5 Point Scale
Dr. Shashi Goswami (Lead – Organizational Development, HR)
GUIDELINE FOR APPRAISAL FORM

The year-end appraisal is designed with an objective to:

I. To rate employees on their goals achievement & competencies and give feedback to employee on his / her
performance and development basis FY performance
II. To consider inputs from the employee themselves, Manager (Appraiser) and Reviewer and develop a
holistic view on the employee’s performance
III. To identify the strengths and areas of development of the employees
IV. To eliminate any bias through scientific evaluation criteria and processes
V. Set Goals for coming year as well
The Year End appraisal process has the following steps:
A. Self-Evaluation
B. Appraiser Evaluation
C. Reviewer Evaluation
D. Normalization
ANNUAL APPRAISAL FORM
PMS FRAMEWORK
1. All Goals / KRAs / KPIs to be classified under 04 perspectives as per Balance Scorecard (BSC):

FINANCIAL EXCELLENCE EXECUTION EXCELLENCE PEOPLE EXCELLENCE CUSTOMER DELIGHT

Business Performance Levers Value Chain: Path to Performance Enabling Capabilities Value Proposition
How do we contribute to To satisfy our customers, Capability must we learn, What do our customers
business success? what processes must we excel at? innovate, and improve? expect and value?

2. Weights will be assigned to Goals & Competency and weighted average methodology will be used to calculate the total
score, in the appraisal form

3. Weightage of Goals & Competency will be as per Band -

BAND GOAL WEIGHTAGE COMPETENCY WEIGHTAGE
A 90 % 10 %
E 80 % 20 %
M 70 % 30 %
G / CX 60 % 40 %
ANNUAL APPRAISAL FORM

INSTRUCTIONS TO FILL THE FORM

Goals and Scoring:

A. Goals –
• Minimum 01 KPI to be mapped in each of the 04 categories tagged as Finance, Execution,
Customer and People. The weightage should be fixed by the Manager or HOD as per individual
employee’s Goal Sheet.
• Maximum 07 KPI’s for every employee to be assigned by Manager or HOD

B. Competency –
• Individuals to be evaluated on the leadership competency which are deemed critical for success
in the organization.
• These are Business First, Path Finder, Change & Learning Agility, Go-Getter, Customer Centricity,
Impactful Communication, Team Builder, and Alliance Builder (Refer enclosure for behaviors
expected under each competency)
ANNUAL APPRAISAL FORM
Scale to measure Scale to measure
RATING SCALE Competency
KPI’s
LEADERSHIP
RATING SCALE TARGET ACHIEVED GOAL PERFORMANCE DEFINITION
COMPETENCIES

5 > 85% Consistently Outperformed EXPERT

4 75 - 85 % Outperformed ADVANCED

3 65 - 75 % Delivered Full Performance MATURE

2 50 - 65 % Delivered Partial Performance INTERMEDIATE

1 < 50 % Performed Inadequately BEGINNER

APPRAISAL PROCESS
TO DO BEFORE : HR & HOD’S ROLE

 Site HR in collaboration with Project Manager makes list of all employees under each HOD
 Project Manager to orient his Site Team : HOD’s & Critical Role Holders on the process
 Head Office HOD’s to do the same for their HO Team Leads
 PM & HOD’s to share this Guide, LCF (Leadership Competency Framework) & Annual Appraisal Form
with all employees
 PM / HOD / Reporting Manager to guide their team members in filling the appraisal form
 Every employee in staff category to fill the Annual Appraisal Form, this is independent of employee’s
tenure with JKIL
 Site HR to schedule Performance Dialogue between Manager & Employee as per the list
APPRAISAL PROCESS
1. SELF EVALUATION (EMPLOYEE’S ROLE)

 Evaluate your KRA / KPI as mentioned in your Goal Sheet

 Use STAR framework to reflect on achievements against each goal

 Situation – What was the challenge posed? :: Task – What targets was I expected to achieve?
 Action – How did I do? What did I do? :: Result - What was the impact?
 Mention the progress for each goal

 Highlight any projects or instances where you added value in addition to the stated goals

 Highlight missed opportunities or opportunities you could have utilized better

 Self rate your performance on a scale of 5 points and

 Mention the Trainings you need to perform your tasks

 Save the form as ‘EMP ID_NAME’ eg: 178356_RAJVIR

 Submit completed form to your Manager (Appraiser)

APPRAISAL PROCESS
2. APPRAISER’S EVALUATION (MANAGER’S ROLE)
(For Site employees, Appraiser’s rating will be sought either from the Site HOD or Project Manager. Only for Civil Execution Department,
PM will decide the Appraiser as PM himself will be the Appraiser for most of the roles. For such roles which directly report to PM,
Reviewer will be the Project Coordinator or MD as per the Project Structure.
For HO employees, Appraiser review will be sought either from their Reporting Manager or HO – HOD, as per team structure)
 HR ensures Performance Dialogue takes place between Manager (Appraiser) & Employee

 Manager considers inputs / rating from employee’s self-evaluation

 Compare employee’s performance to ideal level Competencies and highlight areas of improvements

 Manager gives overall feedback , helps employee set next year goals & identify training needs

 Provide goal wise performance rating on a scale of 5 with comments / feedback

 After the dialogue, Manager to submit form with ratings to the Reviewer

 Manager will not share his / her rating to the employee (As final ratings will conclude after Reviewers inputs &
Normalization by HR-OD)
APPRAISAL PROCESS
3. REVIEWER’S VALIDATION (PM / PC / HOD’S ROLE)
(Depending upon the employee’s role & department structure, his / her Reviewer can either be their Project Manager,
Project Coordinator, HO – HOD or MD)

 Review comments given by Employee and respective Manager

 Ensure ratings and comments are in sync with employee’s performance

 If required, meet the employee

 Route back the form to the Manager for any changes in previous steps

 Approves the form by providing final rating in the form and shares the ratings with HR – OD Team

 Project Manager & HO – HOD’s will share their final ratings to HR - OD

 Output expected from all PM’s & HOD’s at the end of this process :
 Final List of Ratings of all eligible employees
 Appraisal Form of all employees
 Goal Sheet for FY ‘23 – ’24 of all employees
APPRAISAL PROCESS
FEW POINTS TO NOTE:
 Individual achievements / goals should be clear and distinct, and have no overlaps with other team members
 Prioritize your goals carefully and assign weightages accordingly – the more critical the goal the higher the weightage
 Trainings Needs will be identified & documented in the form
 Ensure the process is completed within the communicated timeline
 Set Goals for coming year as SMART – Specific, Measurable, Achievable, Relevant and Time bound
 Form will be filled by all employees, whether eligible for increment or not
 Performance Dialogue will happen between each employee & Manager
 This exercise will serve as a base for Goal Setting of FY ‘23-’24 for every employee
 All Forms to be submitted to HR
 Save the form as ‘EMP ID_NAME’ eg: 178356_RAJVIR
 Employees can raise their grievances / concerns on the ratings to HR after receipt of Appraisal Letter
 Performance Improvement Plan (PIP) is introduced to improve performance for which the duration is 03 months
 Employees who set their coming years goals will be considered for next year appraisal
APPRAISER – REVIEWER MATRIX : PROJECT SITES
EMPLOYEE APPRAISER REVIEWER
PROJECT MANAGER PROJECT HEAD PROJECT COORDINATOR
DEPARTMENT INCHARGE PROJECT MANAGER PROJECT HEAD or PROJECT COORDINATOR
(EXECUTION & SUPPORT)
EXECUTION STAFF EXECUTION INCHARGE & PROJECT PROJECT HEAD or PROJECT COORDINATOR
MANAGER
SUPPORT STAFF DEPARTMENT INCHARGE PROJECT MANAGER & PROJECT HEAD

EMPLOYEE APPRAISER REVIEWER

(SAFETY-QA-STORES-HR-ADMIN)
DEPARTMENT INCHARGE * PROJECT MANAGER & HOD (in HO) PROJECT HEAD or PROJECT COORDINATOR
ALL OTHER EMPLOYEES DEPARTMENT INCHARGE PROJECT MANAGER & PROJECT HEAD

DEPARTMENT HOD * RATINGS

SAFETY PRAVEEN DONGRE PM will take consensus of HOD (in HO) while rating the
QUALITY KK PATHAK Department Incharge.
For any difference of opinion, Project Head or Project
STORES PRADEEP JENA Coordinator should be consulted.
HR ANIL SALUNKE NOTE: THIS MATRIX DIFFERS AS PER EACH PROJECT
ADMIN DILIP SINHA ORG. STRUCTURE
CPMG PUNEET SRIVASTAVA & RAJENDRA SHARMA
APPRAISER – REVIEWER MATRIX : PLANT / CY
EMPLOYEE APPRAISER REVIEWER
PLANT / CY HEAD PROJECT COORDINATOR MD

DEPARTMENT INCHARGE PLANT / CY HEAD & PROJECT COORDINATOR

HOD (in HO)

ALL OTHER EMPLOYEES DEPARTMENT INCHARGE & PLANT / CY HEAD

HOD (in HO)

EMPLOYEE APPRAISER REVIEWER

(SAFETY-QA-STORES-HR-ADMIN)
DEPARTMENT INCHARGE PLANT / CY HEAD & PROJECT COORDINATOR
HOD (in HO)

ALL OTHER EMPLOYEES DEPARTMENT INCHARGE & PLANT / CY HEAD

HOD (in HO)
APPRAISER – REVIEWER MATRIX : HEAD OFFICE

HR shall communicate with respective HOD’s in Head Office.